Quick Overview
What can you do? Receive EDI orders and send EDI invoices through Telema.
Where does it work? In the Merit Aktiva Premium package.
What do you need before starting? A valid contract with Telema and correct codes (GLN / Consumption location code).
Service Description
The Telema EDI service is a solution for exchanging electronic trade documents. In Merit Aktiva, this service enables you to receive EDI orders and send EDI invoices via Telema.
Requirements
To use the service, you must have a contract signed with Telema. The Telema EDI functionality is available in the Merit Aktiva Premium package.
Terminology
EDI – electronic data interchange (e.g. orders and invoices).
GLN code – a global location number issued by GS1; used to uniquely identify parties and points of consumption.
Consumption location code – an identifier for a location/unit when a GLN is not used (e.g. a specific store or department).
Setup in Merit Aktiva
Enable Telema EDI
Menu: Settings -> Settings of e-invoices and other integration -> E-invoice operator Telema
Tick the checkbox: "On top of sending sales invoices as e-invoices, I would also like to use Telema EDI service (electronic delivery information for goods transactions). For this to work, you need to activate EDI also on those customer cards with whom you have signed contracts."
Fill in Your Company's details
Open the menu: Settings -> Company data and fill in the following fields:
GLN code – the official global location number issued by GS1. If your company has an official GLN, enter it in the GLN code field.
Consumption location code – fill in with your company's registry code.
Set Up Customers (Customer Cards)
Open the menu: Sales -> Customers
On the card of each customer (or customer location) to be connected via Telema, fill in:
GLN code – the official global location number issued by GS1. If your customer has an official GLN, enter it in the GLN code field.
Consumtion location code – if the customer does not have a GLN, assign a consumtion location code. These codes entered in Merit Aktiva must also be entered on the partners page in the Telema Portal.
Telema EDI invoice receiver – tick the checkbox if you want to send EDI invoices to this customer via Telema.
❗Important regarding customer locations
A customer card must be created for each customer location (store, department, etc.) with which you want to exchange EDI documents.
Example: if you supply several stores of one retail chain, each store must be entered as a separate customer.
Generate an API Key and Send It to Telema
For Telema EDI orders to reach Aktiva from Telema, an API key must be generated.
Do the following:
Open: Settings -> API settings.
In the "Purpose of the new API credentials" field, enter a reference to Telema EDI so that it is clear in the future what this key was created for.
Create the API ID and API key.
Send the API details to Telema so they can complete the setup in the Telema environment.
You can send the API details via the Telema Portal or by e-mail [email protected].
Daily Workflow
Once the setup is complete and Telema has confirmed the connection, customer orders will start arriving automatically.
Orders arrive in the menu: Sales -> Quotes.
To create an invoice from an order, the order status must be "Approved".
Create the sales invoice from the order (quote) so that the EDI invoice includes the delivery date and order number.
If an Order Does Not Arrive Electronically
If a customer's order does not arrive via EDI, enter it manually as a quote/order (not directly as a sales invoice).
Only when creating an invoice directly from an order is it possible to include the shipment date and order/quote number with the EDI invoice (these fields cannot be entered directly on a sales invoice).
💡 When using the Telema EDI service, EAN codes must be filled in on the item cards.
Adding Batch and Best before Data to a Sales Invoice
Once a sales invoice has been created from an order, you can manually add a batch number (Batch #) and Best before date to the invoice lines before sending the invoice.
When using Telema EDI, it is possible to set a shelf life (in days) on the item card. If a number of days (0–999) has been entered in the "Shelf life (days)" field on the item card, the "Best before date" field on the sales invoice is filled in automatically based on it. The date is calculated as the document date + shelf life in days.
❗ Merit Aktiva does not have automatic batch accounting – batch data must be entered manually.
One invoice line can contain information for only one batch. If the same item has several batches, split the item across several lines and enter the corresponding batch on each line.
The Batch number and Best before date fields are available on all sales invoices (including those not sent via Telema EDI). For other invoices, these fields can be left empty if not needed.
Checklist
Before Going Live
The contract with Telema has been signed.
The Telema operator has been enabled (Settings -> Settings of e-invoices and other integration -> E-invoice operator Telema).
Your own company's details include the GLN (if available) and the Consumtion location code (registry code).
A separate customer card has been created for each customer location, with the GLN/Consumtion location code filled in and the "Telema EDI invoice receiver" checkbox enabled.
The consumtion location codes entered in Merit have also been entered on the partners page in the Telema Portal.
The API ID and API key have been generated and sent to Telema.
Telema has confirmed that the connection has been activated.
For Daily Use
Check that orders arrive in the menu Sales -> Quotes.
Approve the order (status: approved) before creating an invoice.
Create the sales invoice from the order/quote.
If needed, add the batch no. and best before date to the sales invoice lines.
Send the EDI invoice to the customer via Telema EDI.
Troubleshooting and Support
If orders are not arriving: check that the Telema operator is enabled, the API details have been sent to Telema, and the codes match those in the Telema Portal.
If EDI is not working for a specific customer: make sure the customer card has the correct GLN or consumtion location code and that the "Telema EDI invoice receiver" checkbox is ticked for the customer.
For help: Telema support or the Telema Portal.